Archived listing. The details below describe a past opening.
Company Description FWBA Architects, founded in 1928, is one of the oldest continuously operating architectural practice in Western Canada. The firm serves a diverse range of clients from offices in Lethbridge, Calgary, and Medicine Hat, delivering projects from small renovations to large institutional complexes. Led by experienced principals and associates, FWBA provides direct principal involvement and oversight on all projects. The team is known for handling multi-million-dollar projects on strict timelines while maintaining high standards of design and project management.
Role Description This is a part-time, on-site Receptionist role based in Lethbridge, AB. This is a term coverage posting, ending November 30, 2027.
The Receptionist will be the first point of contact for visitors, greeting guests, answering and directing phone calls, and managing incoming mail and deliveries. Daily responsibilities include maintaining a professional and welcoming reception area, scheduling and coordinating meetings, and providing general administrative and clerical support to the architectural team. The role also involves handling inquiries, assisting with basic office tasks such as filing and data entry, coordinating and communicating office activities and events, scheduling appointments and meetings, and collaborating with colleagues to ensure smooth front-office operations.
Qualifications
- Candidates should possess strong Receptionist Duties and Clerical Skills, including managing front desk operations, scheduling, and basic office administration.
- Candidates should possess excellent Phone Etiquette and Communication skills to handle calls, relay messages accurately, and interact professionally with clients and visitors.
- Candidates should possess solid Customer Service skills to provide a courteous, helpful, and responsive experience to all internal and external stakeholders.
- Candidates should possess strong organizational and time management abilities, with attention to detail and reliability in completing tasks.
- Proficiency with Microsoft 365 and applications is required.
- Previous experience in a receptionist or front office role, ideally in a professional services environment, is an asset.
- Ability to work on-site in Lethbridge, AB, maintain confidentiality, and present a professional demeanor at all times.
Core Competencies
- Customer Focus
- Communication
- Energy & Stress
- Team Work
- Quality Orientation
- Problem Solving
- Accountability and Dependability
- Operating Equipment
- Ethics and Integrity
Job Duties
- Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
- Take and record telephone, e-mail, or written message for staff members.
- Type forms, letters, reports, and memos as necessary.
- Receive and distribute all forms of paper correspondence.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Where necessary, assist in compiling data for various reports.
- Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
- Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Provide information to staff and/or clients about special activities.
- Schedule appointments for interviews.
- Ensure all forms and reports are completed as needed.
- Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
- Observe and report any security issues to the Managing Director
- Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Maintain the reception in a tidy and presentable manner.
- Accept and monitor inbound shipments as necessary.
Requirements
- High school diploma or GED, or an acceptable combination of education and experience.
- 2 years of direct work experience in a receptionist capacity.
- Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, and so on.
- Able to write simple correspondence, including memos, letters, etc.
- Able to make and answer phone calls professionally.
- General mathematical skills.
- Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
- Ability to type, utilize Microsoft 365 applications and email in a professional tone
- Adjusts and is flexible to meet changing work needs and demands.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
- Is fiscally responsible and suggests cost-saving measures.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong customer service orientation.
- Ability to work in a collaborative team environment.
- Willingness to improve and contribute to the process and the firm in a positive manner.
- Proven ability to take ownership of projects/tasks, as assigned.
Working Conditions
- Ability to attend and conduct presentations.
- Valid Class 5 license and reliable method of transportation would be considered an asset.
- Travel to Calgary or Medicine Hat may be required.
- Able to occasionally lift items as heavy as 50 lbs.
- Manual dexterity required to use desktop computer and peripherals.
- Overtime as required (typically this is tied to helping out with our annual events).
Details
This position is an in-person, term position to the end of November 30, 2027. It is 27.5 hrs/week, Monday – Friday from 9am – 3pm with a half hour lunch. FWBA offers full benefits after a 3-month waiting period, which corresponds to our probationary period.
Paid sick leave is provided and vacation (negotiated based on experience) accrual is allotted on the first day of work.
The hiring range for this position is $23/hr. - $25/hr., dependent on level of knowledge, experience, and ability to navigate a fast-paced environment.
FWBA Architects invites applications from all qualified candidates; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given preference.
FWBA Architects is committed to providing an inclusive and barrier-free work environment, including through all aspects of the hiring process. If you required support during the hiring process, please contact [email protected] so that accommodation can be put in place for support. All private information received in relation to your request for support will be kept confidential, only information required to facilitate the accommodation will be shared with the hiring committee.
We thank all candidates for their submissions, however, only those that are qualified will be contacted.
Please forward your resume and cover letter to Mika Nakashima, Managing Director at [email protected]
